Promotional_Items_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

096-2025-RFP-L

PROMOTIONAL ITEMS

Southwest Ohio Regional Transit Authority

525 Vine Street

Cincinnati, OH 45202

RELEASE DATE: August 18, 2025

DEADLINE FOR QUESTIONS: September 5, 2025

RESPONSE DEADLINE: September 26, 2025, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/go-metro https://secure.procurenow.com/portal/%7bproject.government.code%7d

Southwest Ohio Regional Transit Authority

REQUEST FOR PROPOSAL

Promotional Items

I. Introduction

II. Scope of Work

III. Instructions to Bidders

IV. Terms and Conditions

V. Contract Award

VI. Vendor Questionnaire

VII. Evaluation Criteria

VIII. Pricing Proposal

Attachments:

A - General Terms and Conditions

B - CMPA Terms and Conditions

Request For Proposal #096-2025-RFP-L

Title: Promotional Items

1. Introduction

1.1. Summary

Southwest Ohio Regional Transit Authority ("SORTA"), serving as the Lead Procurement Agency

("LPA") for the Cincinnati Metro Purchasing Alliance ("CMPA") Cooperative, seeks to establish a three

(3) year cooperative purchasing master agreement (1-year base term with two 1-year optional extensions) for promotional items.

This solicitation and its subsequent contract award is part of a cooperative purchasing agreement through the LPA, SORTA, on behalf of CMPA, a collaboration of several local agencies (including Cincinnati

Public Schools and Hamilton County, OH) that allows Governmental, Educational, and Non-Profit entities to benefit from collective purchasing power. As a result, any selected proposal may be utilized by additional participating entities, providing expanded visibility and potential for additional opportunities.

Participating public agencies receive the same pricing discount(s) as proposed and the selected Vendor(s) will be required to perform the terms of the contract to all participating agencies. Each participating agency will issue its own addendum to the master agreement that includes, but is not limited to, its own terms and conditions related to invoice processing, payments, deliveries, etc.

1.2. Background

SORTA is a regional transit authority organized and operating under Section 306.30 et seq. of the Ohio

Revised Code ("ORC"). As such, it is a political subdivision of the State of Ohio. SORTA provides both fixed-route mass transportation services and paratransit services.

SORTA provides service to the city of Cincinnati, Hamilton County Ohio, and parts of Butler, Clermont, and Warren Counties. SORTA operates fixed-route mass transportation and paratransit services through approximately 300 city-type transit buses and 50 paratransit vehicles.

1.3. Contact Information

John Edmondson Sr. Director of Procurement 1401 Bank Street Cincinnati, OH 45214 Email: jedmondson@go-metro.com Phone: (513) 632-9248

Department:

Procurement

1.4. Timeline

Solicitation Release Date August 18, 2025 mailto:jedmondson@go-metro.com tel:(513)632-9248

Pre-Proposal Meeting (Non-Mandatory) August 28, 2025, 10:00am

Microsoft Teams meeting; no in-person meeting will be held.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJjMzIyYTMtNDA3YS00N zA0LWFkYTAtY2EzODUxYTIzYWI3%40thread.

v2/0?context=%7b%22Tid%22%3a%22b847c2f0-baef-4664-a416-a3edbe0281c7%22%2c%22Oid%22%3a%228992d fea-97c2-4d42-906b-7b0a250d108a%22%7d

Deadline to Submit Questions September 5, 2025, 3:00pm

Addendum/Response to

Questions/Clarifications

September 12, 2025, 3:00pm

Proposals Due September 26, 2025, 3:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJjMzIyYTMtNDA3YS00NzA0LWFkYTAtY2EzODUxYTIzYWI3%40thread.v2/0?context=%7b%22Tid%22%3a%22b847c2f0-baef-4664-a416-a3edbe0281c7%22%2c%22Oid%22%3a%228992dfea-97c2-4d42-906b-7b0a250d108a%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJjMzIyYTMtNDA3YS00NzA0LWFkYTAtY2EzODUxYTIzYWI3%40thread.v2/0?context=%7b%22Tid%22%3a%22b847c2f0-baef-4664-a416-a3edbe0281c7%22%2c%22Oid%22%3a%228992dfea-97c2-4d42-906b-7b0a250d108a%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJjMzIyYTMtNDA3YS00NzA0LWFkYTAtY2EzODUxYTIzYWI3%40thread.v2/0?context=%7b%22Tid%22%3a%22b847c2f0-baef-4664-a416-a3edbe0281c7%22%2c%22Oid%22%3a%228992dfea-97c2-4d42-906b-7b0a250d108a%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJjMzIyYTMtNDA3YS00NzA0LWFkYTAtY2EzODUxYTIzYWI3%40thread.v2/0?context=%7b%22Tid%22%3a%22b847c2f0-baef-4664-a416-a3edbe0281c7%22%2c%22Oid%22%3a%228992dfea-97c2-4d42-906b-7b0a250d108a%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJjMzIyYTMtNDA3YS00NzA0LWFkYTAtY2EzODUxYTIzYWI3%40thread.v2/0?context=%7b%22Tid%22%3a%22b847c2f0-baef-4664-a416-a3edbe0281c7%22%2c%22Oid%22%3a%228992dfea-97c2-4d42-906b-7b0a250d108a%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJjMzIyYTMtNDA3YS00NzA0LWFkYTAtY2EzODUxYTIzYWI3%40thread.v2/0?context=%7b%22Tid%22%3a%22b847c2f0-baef-4664-a416-a3edbe0281c7%22%2c%22Oid%22%3a%228992dfea-97c2-4d42-906b-7b0a250d108a%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJjMzIyYTMtNDA3YS00NzA0LWFkYTAtY2EzODUxYTIzYWI3%40thread.v2/0?context=%7b%22Tid%22%3a%22b847c2f0-baef-4664-a416-a3edbe0281c7%22%2c%22Oid%22%3a%228992dfea-97c2-4d42-906b-7b0a250d108a%22%7d

2. Scope of Work

2.1. PROJECT OVERVIEW

SORTA seeks to obtain the largest catalog of promotional items possible, ranging from standard printed ink pens to custom embroidered clothing and everything in between. Items provided under previous awards include, but is not limited to pens, notebooks, 12-pack can coolers, insulated water bottles, polo golf shirts, leather debossed imprinted padfolio, embroidered backpack, embroidered scarf, and printed socks.

Catalog items must be able to be imprinted or embroidered with the Participating Agency logo, ordered as needed, and delivered in the shortest turnaround time possible during the contract period. Vendors are encouraged to propose the broadest possible selection of promotional items and services they provide.

It is the intent to award to one (1) vendor for all items to be ordered from all Participating Agencies.

However, Metro reserves the right to award to multiple vendors.

Vendors will be required to perform the services listed in this section for all Participating Agencies.

2.2. Participation in the Cincinnati Metro Purchasing Alliance (CMPA)

In addition to the General Terms and Conditions provided in Attachment A, this solicitation and subsequent award is subject to the CMPA terms and conditions provided in Exhibit B.

Public agencies wishing to become a member in the CMPA must execute the Bespoke Master

Intergovernmental Cooperating Purchasing Agreement ("MICPA") prior to entering into an agreement or receiving CMPA discount pricing from this solicitation with the selected vendor. Vendor must validate

CMPA membership of all Participating Agencies prior to executing a service level agreement with agencies.

2.3. ARTWORK PROOFS / GRAPHIC DESIGN WORK

a. The department representative must approve the text and artwork of each item prior to production.

b. Electronic submissions of proofs shall be provided by the vendor.

c. Production shall not begin until the project manager provides written approval of the proof.

d. Item imprints may change with orders; the project manager will direct the vendor on the required imprint.

e. The vendor must perform graphic work as needed, including logo mock-ups and necessary embroidery.

2.4. SAMPLES / PRE-PRODUCTION PROOFS

a. After the contract award, Vendor may be required to provide a random sample at no cost to ensure product quality.

b. For some orders, a pre-production proof may be required to ensure accuracy in printed information.

c. Vendor must provide an estimate for the pre-production proof cost, including item cost, decoration, and shipping, for pre-approval.

2.5. COPYRIGHT AND INTELLECTUAL PROPERTY

a. All artwork, designs, and logos provided to produce promotional items remain the exclusive property of the proprietary Participating Agency.

b. Vendors are prohibited from using, reproducing, or distributing artwork, designs, and logos for any purpose other than fulfilling the contract requirements without prior written consent from the affected

Participating Agency.

2.6. ESTIMATES

Vendor shall provide a written estimate within 72 hours of the department representative’s request for an estimate including set-up and freight.

2.7. DELIVERY

a. Vendors shall ensure timely delivery of products based on provided timelines.

b. SORTA Delivery only: All finished goods are to be delivered to SORTA headquarters in downtown

Cincinnati (525 Vine Street, Suite 500, Cincinnati OH 45202.)

c. Participating Agencies will identify the location for delivery of finished goods in their respective individual agreements.

2.8. PRODUCT QUALITY & WARRANTY

a. All items must be free from defects in materials and workmanship.

b. Vendor warrants that all products provided will be performed in a timely and professional manner, in accordance with industry standards and to the satisfaction of Participating Agencies.

c. Substitutions on fixed price items are not permitted without prior written approval by the Participating

Agency placing an order.

d. Participating Agencies reserve the right to reject substitutions. If rejected, the vendor must allow full credit for returned items.

e. Defective items will be returned to the vendor at the vendor's expense.

2.9. Optional Licensing & Compliance Across State Lines

Vendors interested in being considered for business outside of Ohio must possess or demonstrate the ability to obtain all necessary local, state, and federal certifications, licensing, and permits required not only in Ohio but also in any other states where they propose to offer services.

2.10. Reporting and Purchasing Analysis

The successful vendor will be required to produce periodic and ad hoc reports for each participating agency at a frequency and containing the data required by each participating agency.

SORTA will require, at a minimum, a monthly report that includes, but is not limited to:

• Order date

• Name of SORTA employee submitting an order

• Item(s) ordered

• Quantity of each item

• Catalog unit cost

• CMPA discount percentage

• CMPA unit cost

• Total cost for each item

• Delivery date

3. Instructions to Bidders

3.1. Proposal Preparation Cost

The Southwest Ohio Regional Transit Authority (SORTA) will not reimburse proposers for any costs incurred in the preparation and submittal of proposals or participation in the evaluation and negotiation process.

3.2. Proposal Format

Proposals shall be submitted in two (2) volumes. Proposers must prepare a completed Technical Proposal, Volume 1, (as described in the Proposal Contents section) and Business Proposal, Volume II. Until further notice, The Southwest Ohio Regional Transit Authority (SORTA) will accept only electronic submittals through the e-Procurement Portal (https://procurement.opengov.com/portal/go-metro) in response to this solicitation. No hard copy submittals will be accepted. Any required notarizations shall be done by a licensed notary or by an online notary pursuant to Ohio Revised Code Section 147.60 et seq.; a listing of such notaries may be found on the Ohio Secretary of State website:

Online Notary Search

No price or price-related information shall appear in the Technical Proposal, Volume 1.

Proposals must be received no later than 3:00 pm on Friday, September 26, 2025 (EST). Late proposals will not be accepted, except as described below.

3.3. Proposal Contents

The proposal should be prepared using the following format:

Technical Proposal (Volume 1)

1. Cover Letter

Cover letter should identify the prime contractor and all subcontractors, if any. The letter should also include the officer or other responsible executives of the proposer authorized to negotiate and agree to a contract. This individual shall serve as SORTA’s point of contact for all communications regarding this solicitation. The cover letter should identify this individual by name, title, address, telephone, facsimile and email contact information. The letter should also contain a commitment that the proposed pricing will be valid for not less than 120 days from the above deadline for receipt of proposals or any extension thereof.

2. Project Approach

This section shall describe the proposer’s approach to providing the services requested per the scope, understanding SORTA’s requirements for this project, and reflecting its experience in performing similar contracts for other clients. Proposers may offer an alternative solution to the requirements specified in the scope of work herein, provided that such alternative meets SORTA’s needs as described herein.

3. Firm Qualifications, Experience, and References

This section should contain a description of the proposing firm’s prior and current experience as it https://procurement.opengov.com/portal/go-metro https://notarysearch.ohiosos.gov/ords/f?p=ENSEARCH:SEARCH:17095144172250:::1::

pertains to services similar to those required hereunder. It should include a list of all similar assignments undertaken in the past five (5) years, identifying the duration, the client, and the scope of the contract. Contact information (name, title, mailing address, and email, telephone and fax numbers) for each client should be included. Provide a summary of the firm’s qualifications, general information about the firm, location of office(s), years in business and areas of expertise.

4. Staffing (Qualifications, Experience, and Availability)

Identify key staff and include a description of their abilities, qualifications and experience. Attach resumes of key staff to be assigned to this project. Include a proposed project management structure and organization chart. Please list the number of full-time staff by discipline. Identify any portion of the scope of work that would be subcontracted. Include firm qualifications and key personnel, telephone number and contact person for all subcontractors. SORTA reserves the right to approve or reject any internal staff or subcontractors proposed by the firm.

No price or price-related information shall appear in the Technical Proposal, Volume 1.

Business Proposal (Volume 2)

A. Cover Letter

A copy of the cover letter from Volume 1 should be included.

B. Insurance Certificates

This section should include copies of the proposer’s worker’s compensation, general liability, automobile insurance, Crime coverage (including theft, fraud and computer fraud), and Professional

Liability/Errors and Omissions insurance certificates

C. Property Tax Affidavit

D. Anti-Lobbying Certificates

No price or price related information shall appear in the Business Proposal, Volume 2.

Price will be requested in a separate section

3.4. Price Proposal

A. Price Proposal

Provide a price proposal using the #Pricing Proposal. The Price Proposal must be completed on behalf of the proposer. No pricing or price-related information should appear elsewhere in any of the proposals. You will confirm your price within the Vendor Questionnaire. A detailed pricing sheet should be uploaded within the Vendor Questionnaire.

Price-related information shall only appear in the requested pricing sheet and as requested in the

Vendor Questionnaire.

3.5. Proposal Clarity and Conciseness

SORTA requests that proposers submit a single concise proposal, clearly addressing the evaluation criteria and information requested herein. Overly elaborate proposals and proposals containing only generalized marketing information are discouraged and may result in a lower evaluation score.

https://procurement.opengov.com/portal/go-metro/projects/190796/document?section=1772380

3.6. Proposal Validity Period

Proposals, including any modification thereof, shall remain valid for not less than 120 days from the date established for receipt by SORTA.

3.7. Late Submissions, Modifications and Withdrawals of Offers

Any proposal, modification, or revision, that is received through the e-Procurement portal after the exact time specified for receipt of proposals is “late” and will not be considered, unless it is received before award is made, the contracting officer determines that accepting the late proposal would not unduly delay the acquisition; and there is acceptable evidence to establish that an error occurred while attempting submission prior to designated time for receipt of proposals; or it was the only proposal received.

However, a late modification of an otherwise successful proposal, that makes its terms more favorable to

SORTA, will be considered at any time it is received and may be accepted.

Acceptable evidence to establish the time of receipt will show electronically once the proposal is uploaded in the e-Procurement Portal on https://procurement.opengov.com/portal/go-metro.

If an emergency or unanticipated event interrupts normal SORTA processes, so that proposals cannot be received in the SORTA e-Procurement portal designated for receipt of proposals by the exact time specified in the solicitation and urgent SORTA requirements preclude amendment of the solicitation closing date, the time specified for receipt of proposals will be deemed to be extended to the same time of day specified in the solicitation on the date to be determined by SORTA.

Proposers may withdraw a proposal or modification thereof electronically via the e-Procurement Portal at any time prior to the time specified for receipt of proposals or modifications. A proposal or modification may be resubmitted prior to the time specified for receipt.

3.8. Questions Concerning This Solicitation

Any questions regarding this solicitation shall be submitted through the e-Procurement Portal no later than 3:00 pm on Friday, September 5, 2025 (EST). Telephoned questions will not be accepted. Proposers shall not contact any other SORTA personnel regarding any aspect of this solicitation. Any proposer found to have had such contact shall be barred from participation in this solicitation and any subsequent contract, either as a prime contractor or subcontractors.

SORTA anticipates that responses to questions submitted will be provided to all known proposers by 3:00 pm on Friday, September 12, 2025. If the responses materially alter the terms of this solicitation, they will be incorporated in an amendment to the solicitation. No communication by SORTA or any of its Trustees, officers, employees, agents or representatives shall alter the terms of this solicitation or bind SORTA in any manner, unless incorporated in such an amendment.

3.9. Exceptions to Contractual Terms

The proposer may identify any proposed exceptions to SORTA’s Terms and Conditions as contained in this RFP or propose any additional terms it considers appropriate. Such proposed exceptions or additional terms must be specific and include a clear explanation of the reasons for the exception or addition. Please note that certain terms and conditions contained herein are required by law or regulation and cannot be modified.

You must submit your exceptions to Terms and Conditions in the Vendor Questionnaire.

3.10. Evaluation Process and Criteria

Proposals timely received by SORTA will be evaluated by an evaluation team established by SORTA in accordance with the criteria set forth below. Following an initial evaluation, SORTA may advance to a second evaluation phase those firms that are determined to fall within a highly competitive range. The highly competitive range is defined as those firms whose aggregated subjective criteria scores are less than 5 percent of the total possible points from the highest scoring firm.

As part of the second evaluation phase, SORTA may provide targeted questions and conduct interviews in order to clarify information contained in submitted proposals. Interviews may be virtual or in person and may include oral/visual presentations and/or product demonstrations. SORTA reserves the right to determine the proposal believed to add the best value to the agency based on the outcome of the second evaluation phase.

SORTA reserves the right to negotiate with proposers in the highly competitive range without conducting interviews or issuing targeted questions. Following such negotiations, SORTA may request one or more of the firms in the highly competitive range to submit a Best and Final Offer, which will be evaluated by the evaluation team and a firm selected for award.

SORTA reserves the right to accept proposals other than the lowest cost offered, reject any and all proposals, or to negotiate separately with any proposer or proposers as deemed to be in SORTA’s best interest. SORTA also reserves the right to waive informalities, make an award on the basis of initial proposals received without discussions or negotiations. Initial proposals, therefore, should represent the proposers’ best effort to meet SORTA’s needs at a reasonable price.

Proposals will be reviewed and evaluated at each step of the process based upon the following criteria in relative order of importance:

SEE HYPERLINK FOR DETAILED EVALUATION CRITERIA

• #Evaluation Criteria

3.11. Verification of Proposer Responsibility

SORTA may undertake such investigations as it deems necessary to determine the ability of each

Proposer to perform the work, and the Proposer shall furnish to SORTA all such information and data as

SORTA may request for this purpose. SORTA reserves the right to reject any proposal if the evidence submitted by, or investigation of, such proposer fails to satisfy SORTA that such proposer is properly qualified to carry out the obligations of the contract and to complete the work required, hereunder.

SORTA may require the proposer to submit any of the following information as part of the evaluation process:

(1) proposer’s performance record;

(2) proposer's certified, audited financial statements for up to three (3) prior years; and

(3) such additional information as will satisfy SORTA that the Proposer is adequately prepared to fulfill the contract.

https://procurement.opengov.com/portal/go-metro/projects/190796/document?section=1772379

SORTA also reserves the right to verify a proposer’s indirect cost rates, such as provisional overhead

(burden) and General & Administrative (G&A) rates, before or after award of a contract. In this connection, SORTA may request the proposer to provide copies of undisputed audits of the proposed by

(1) other FTA grantees;

(2) the federal government; or

(3) state government.

3.12. Contract Award

Award will be made to the firm(s) whose proposal, in SORTA’s sole judgment, is considered to be most advantageous to SORTA, cost and all other factors considered. SORTA reserves the right to reject any and all proposals and to permit or waive minor informalities, irregularities and errors in proposals.

SORTA may elect to make an award on the basis of initial proposals or to proceed with the evaluation process defined herein.

3.13. Protests

SORTA’s policy and procedure for the administrative resolution of protests is set forth in §3.10 of

SORTA’s Procurement Procedures Manual (PPM). The PPM contains rules for the filing and administration of protests. SORTA shall furnish a copy of §3.10 upon request. The policy and procedure is available on SORTA’s website at:

Metro Protest Procedure (go-metro.com)

An interested party wishing to protest a matter involving a proposed procurement or contract award, shall file a written submission with the Director of Procurement by certified mail or other delivery method by which receipt can be verified. Electronic submission of protests is not acceptable unless an original signed copy of the protest is received by the Director within 24 hours (not including weekends and holidays) after receipt of the electronic copy.

The Director may, however, permit the electronic provision of supplemental information after the initial protest submittal. The protest shall include, at a minimum:

The name and address of the protesting party and its relationship to the procurement sufficient to establish that the protest is being filed by an interested party;

• Identity of the contact person for the protestor, including name, title, address, telephone, fax and e-mail addresses. If the contact point is a third party representing the protester, the same information must be provided, plus a statement defining the relationship between the protester and the third party;

• Identification of the procurement;

• A description of the nature of the protest, referencing the portion(s) of the solicitation involved;

• Identification of the provision(s) of any law, regulation, or other governance upon which the protest is based;

• A compete discussion of the basis for the protest, including all supporting facts, documents or data;

• A statement of the specific relief requested; and https://www.go-metro.com/uploads/Metro%20Protest%20Procedure%20(9.23).pdf

• A notarized affirmation by the protestor (if an individual) or by an owner or officer of the protestor (if not an individual) as to the truth and accuracy of the statements made in the protest submittal.

The protestor is solely responsible for the completeness and validity of the information provided. Any documents relevant to the protest should be attached to the written submission. Documents which are readily available on the Internet may be referenced to an appropriate link.

3.14. Confidential Information

All proposals and documents submitted in response to this RFP are subject to the disclosure provisions of the Ohio Public Records provisions of Ohio Revised Code Chapter 149.43. Proposers should be mindful to avoid providing proprietary information such as trade secrets copyrighted material, or other information of a sensitive or confidential nature. Any such information that is determined to be necessary in order to respond adequately and competitively must be placed at the end of the designated section of the Proposal for easy reference and removal. Any blanket claim of exemption from disclosure or inclusion in a claim for disclosure of information, which is patently subject to disclosure, or any other such claim which may constitute an abuse of the right of exemption may, at SORTA’s sole discretion, render the entire proposal subject to disclosure.

3.15. Cone of Silence

A. To ensure a proper and fair evaluation, SORTA has established a “cone of silence” applicable to all competitive selection processes, including RFP’s, RFQ’s, and IFB’s. The cone of silence is designed to protect the integrity of the procurement process by shielding it from undue influences. The cone of silence will be imposed on all competitive selection processes beginning with the advertisement for the same and ending with the Board’s approval of the recommended award (if applicable).

B. The cone of silence prohibits any communications regarding a specific RFP, RFQ, or IFB between:

1. A potential respondent (which includes vendors, service providers, bidders, proposers, lobbyists, and consultants) and their representative(s) and SORTA staff, except for communications with the Procurement Department staff responsible for administering the solicitation, provided the communication is strictly limited to the procedural matters of the competitive selection process.

2. A potential respondent and their representative(s) and a member of the Board of Trustees.

3. A potential respondent and their representative(s) and any member of the evaluation committee.

4. A Board Member and any member of the evaluation committee.

C. Unless specifically provided otherwise in the applicable solicitation document, the cone of silence does not apply to:

1. Oral communications at the pre-proposal or pre-bid conference.

2. Oral communications during the publicly noticed evaluation committee meetings that are specifically for presentations, demonstrations, or interviews.

3. Oral communications during any duly noticed meeting of the Board of Trustees.

4. Communications relating to the protests made in accordance with the Protest Procedures delineated in this manual or in the solicitation document.

D. Any violation of the cone of silence by a respondent and their representative(s) will result in a rejection of their response to the solicitation and will void any potential contract award related to the solicitation.

E. Any communication regarding matters of process or procurement procedure from a respondent and their representative(s) or lobbyist must be reported to the Procurement Department staff responsible for administering the solicitation.

Any Board Member, Procurement Specialist, or other SORTA employee receiving communications from potential respondents and their representative(s) must be reported to the Procurement Department staff responsible for administering the solicitation. Failure to report such communications may result in a nonresponsive response submission or voided contract award.

3.16. Organizational Conflicts of Interest

Unless specifically exempted by SORTA, any contractor, subcontractors, subsidiary, or other entity which experiences an organizational or personal conflict of interest (Conflict”) is precluded from participation in any procurement affected by the Conflict. This prohibition also applies to any contractor, subcontractors, subsidiary, or other entity which is legally related to such entity or party.

If a bidder or proposer is uncertain whether or not a conflict exists, it should promptly contact SORTA’s

Director of Procurement for a determination. Such inquiries and responses will not be published to other potential bidders. FTA Circular 4220.1F ¶VI.2a (4) (h) defines prohibitions on personal and organizational conflicts of interest, which are further discussed in §2.6 of FTA’s Best Practices

Procurement & Lessons Learned Manual (2016). In general, a personal conflict of interest reflects an individual’s ability to influence the award of a contract and to profit from the result of that award. An organizational conflict exists when any of the following exist:

(1) a firm has access to non-public information as the result of performing a government contract and can use that information to advantage in competing for another government contract;

(2) a firm influences the ground rules (specification or contractual terms) for a government solicitation, potentially biasing those ground rules in its own favor; or

(3) a firm’s work under one government contract requires it to evaluate itself or its work product under another contract, impairing its objectivity.

Should a potential bidder or proposer be aware of a potential Conflict, it shall identify the potential

Conflict in its proposal, together with measures it proposes to remove or mitigate the Conflict. Should any person or entity planning to submit a bid or proposal hereunder be aware of any situation which may fall under the above prohibitions, it shall, no later than the time of submittal of its offer, identify in writing to

SORTA’s Director of Procurement

(1) the nature of the potential conflict;

(2) steps it may take to mitigate the conflict; and

(3) request a waiver of the conflict.

The decision of the Director of Procurement regarding such potential conflicts and possible mitigation measures shall be final. Failure to submit such as statement before or with an offer shall be deemed a certification by the bidder or proposer that, to the best of its knowledge and belief, no such Conflict exists. In the event that a bidder or proposer fails to disclose such Conflict as required herein, its offer may be rejected. Should a bidder or proposer become aware of a potential Conflict after the submittal of an offer, it shall promptly notify the Director of Procurement in writing, providing the information required above together with a statement of why the Conflict could not have been identified prior to submittal of the offer.

4. Terms and Conditions

Please see attached Terms and Conditions

If you have exceptions or deviations to our Terms and Conditions you will be able to upload those in the Vendor Questionnaire.

SORTA's General Terms and Conditions are attached in the solicitation package. Please review here.

https://procurement.opengov.com/portal/go-metro/projects/190796/document?section=1772386

5. Contract Award

Contract term shall be 3 years (1-year base, two 1-year options).

Award will be made to the firm(s) whose proposal, in SORTA’s sole judgment, is considered to be most advantageous to SORTA, cost and all other factors considered. SORTA reserves the right to reject any and all proposals and to permit or waive minor informalities, irregularities and errors in proposals.

SORTA may elect to make an award on the basis of initial proposals or to proceed with the evaluation process defined herein.

6. Vendor Questionnaire

6.1. Vendor Information

6.1.1. Submission Requirements*

All required fields must be completed, including all documents. Please read the instructions on the documents for instructions on filling out required forms. Failure to submit required forms may result in being deemed non-responsive.

☐ Please confirm

*Response required

6.1.2. Authorized Company Representative*

Enter full name of the authorized company representative certifying and submitting this bid

*Response required

6.1.3. By confirming, Vendor certifies that they are the authorized representative * Any electronic confirmations herein shall be as binding as a signature from the authorized representative.

☐ Please confirm

*Response required

6.1.4. Will there be subcontractors as part of this contract* ☐ Yes

☐ No

*Response required

When equals "Yes"

6.1.5. Subcontractor Information Form*

Please download the below documents, complete, and upload. The Subcontractor Information Sheet and Certificate on Lobbying form must be filled out by each subcontractor.

• Sub_Information_Form.pdf

• SUBCONTRACTOR_PARTICIPATION...

• Certificate_on_Lobbying.pdf

*Response required

6.1.6. System for Award Management (SAM.gov)*

Please enter your company's Legal Name and/or dba Name:

*Response required

6.1.7. System for Award Management (SAM.gov)

Please enter a CAGE Code if applicable.

https://government-project.s3.us-west-2.amazonaws.com/190796/49dfbde2-7730-46b4-a15a-6c1c48574abd_Sub_Information_Form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OGZ3CWCF%2F20250826%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250826T143617Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEB0aCXVzLXdlc3QtMiJHMEUCIQC%2BU%2FXeom2jnnc8ACrIwgArzVA1%2FTU2%2BkFzrzT0sGep3QIgMxoE%2F7BI3RxjjcvmNFUR1VggIljLHqsjokOf0Mb%2ByxEqigUIdhACGgw4OTIzNjQ2ODc2NzIiDGrT19KZAxf7H%2F5vHCrnBCL4trDlS6uf%2BuF6mH%2BY65Yt6A%2Fy%2FkNfbM6u%2BBjAvcls1S7Tg0%2B7uSnLnYjOybNz5L%2FRN8ZBLM5uUhDWBpIgHGjeYCZyU8GhcO2MpHhpPFgXM%2FvgXH6NYUBMAD7fX7CsmS9CFp9lB%2B8Cx846f5Iq9nmmlJXuSG2A492AwEMC11kbCfAioh5OBq1f3NanIKl6jFPqBQp9wMuyNmzZSk93sPScXmIGPLT%2BqTVaAdn6cRZdJcPpvtxmgYvkggoJec9JuKmM2uKHNlE%2FdyW73rSYTn%2BGwqqfS0eGVb3OTvqEklIzGT9glXoaZs7jvHeN5FXM0WK8OkwwMTzbOnYvht1iBdUZDBZko0bGVRtYaufwTsMIqHeq1dBZTPWgw1uZVSOhtJMkUFeucvdodz1kKn%2B4vuHj%2FdFf4dz51bDKjwfaP3AJ26AFjgDhfEcPQcdKgVAuQ%2BvEASC%2Bqjv4khRenKGGaJ7864TN96Yg0n%2BHEASst9kaOvLnJfpODP0yC3WezXaJZPh%2B9dfY2wsBvbaEdgpWqbUf0kXQAe%2B26XImN9IOrAmFphUJ%2Fy666Yh3EZ5YhwVjxlQ3IgQQN6NHvxoU4QzNHNQRLiuXjn5Ccnscrcsdvo0724h5kqMOMIsUYfllBhDTsH0Mz8BfJgPF40XDAHABHCET6G0o81G2FEqcjYkCJOyl7izRMQRPGogxjJZFPV%2BEzFPqTDdGANer8IAXhPF4k7QKFCKlsbIhAVq49bYT9HFvJRn2Q18kaQQOEGZGZagq3He%2FjwZO5OZpAkY2tlsl7uOKkW3vgf%2Bf5QyGdgPl4XMk4Vw7Fw3AYjCj27bFBjqbAUAR8lDSlQIms3Rq5O6WtNMmEtp3EHybnJVInWwUupl3pNnB7Z%2BnQcz%2B2%2FHTbMCNkpFE4m7MhaczXY2N33lwmc94n0kH4KMNef2i9lblUMkb8ynY2cx984FWnrO2RTrvQi0yCPcX8lCAyC6DrsRa1Zm19IW%2BEcEmg4C0HgrdHX3WDSoADhw385OAWod2GnfnneW%2BFD%2BsO%2Bm4Czc0&X-Amz-Signature=05564d01342ec1e3d51ea68ecaab8eecd2abba5a19daa742a2887b4a6fde5705&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Sub_Information_Form.pdf%22&x-id=GetObject 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https://government-project.s3.us-west-2.amazonaws.com/190796/07e3d798-d992-4f34-913d-229bacf42976_Certificate_on_Lobbying.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OGZ3CWCF%2F20250826%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250826T143617Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEB0aCXVzLXdlc3QtMiJHMEUCIQC%2BU%2FXeom2jnnc8ACrIwgArzVA1%2FTU2%2BkFzrzT0sGep3QIgMxoE%2F7BI3RxjjcvmNFUR1VggIljLHqsjokOf0Mb%2ByxEqigUIdhACGgw4OTIzNjQ2ODc2NzIiDGrT19KZAxf7H%2F5vHCrnBCL4trDlS6uf%2BuF6mH%2BY65Yt6A%2Fy%2FkNfbM6u%2BBjAvcls1S7Tg0%2B7uSnLnYjOybNz5L%2FRN8ZBLM5uUhDWBpIgHGjeYCZyU8GhcO2MpHhpPFgXM%2FvgXH6NYUBMAD7fX7CsmS9CFp9lB%2B8Cx846f5Iq9nmmlJXuSG2A492AwEMC11kbCfAioh5OBq1f3NanIKl6jFPqBQp9wMuyNmzZSk93sPScXmIGPLT%2BqTVaAdn6cRZdJcPpvtxmgYvkggoJec9JuKmM2uKHNlE%2FdyW73rSYTn%2BGwqqfS0eGVb3OTvqEklIzGT9glXoaZs7jvHeN5FXM0WK8OkwwMTzbOnYvht1iBdUZDBZko0bGVRtYaufwTsMIqHeq1dBZTPWgw1uZVSOhtJMkUFeucvdodz1kKn%2B4vuHj%2FdFf4dz51bDKjwfaP3AJ26AFjgDhfEcPQcdKgVAuQ%2BvEASC%2Bqjv4khRenKGGaJ7864TN96Yg0n%2BHEASst9kaOvLnJfpODP0yC3WezXaJZPh%2B9dfY2wsBvbaEdgpWqbUf0kXQAe%2B26XImN9IOrAmFphUJ%2Fy666Yh3EZ5YhwVjxlQ3IgQQN6NHvxoU4QzNHNQRLiuXjn5Ccnscrcsdvo0724h5kqMOMIsUYfllBhDTsH0Mz8BfJgPF40XDAHABHCET6G0o81G2FEqcjYkCJOyl7izRMQRPGogxjJZFPV%2BEzFPqTDdGANer8IAXhPF4k7QKFCKlsbIhAVq49bYT9HFvJRn2Q18kaQQOEGZGZagq3He%2FjwZO5OZpAkY2tlsl7uOKkW3vgf%2Bf5QyGdgPl4XMk4Vw7Fw3AYjCj27bFBjqbAUAR8lDSlQIms3Rq5O6WtNMmEtp3EHybnJVInWwUupl3pNnB7Z%2BnQcz%2B2%2FHTbMCNkpFE4m7MhaczXY2N33lwmc94n0kH4KMNef2i9lblUMkb8ynY2cx984FWnrO2RTrvQi0yCPcX8lCAyC6DrsRa1Zm19IW%2BEcEmg4C0HgrdHX3WDSoADhw385OAWod2GnfnneW%2BFD%2BsO%2Bm4Czc0&X-Amz-Signature=b153b628c732c161f68b96a2b40941b169f23fa306c0a3af0cc57ea7b7691d6a&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Certificate_on_Lobbying.pdf%22&x-id=GetObject

CAGE stands for Commercial and Government Entity, and a unique CAGE code is assigned to all businesses and individuals that complete their System for Award Management (SAM) registration. This

“system” is a database that contains information about all active government contractors.

6.1.8. Ohio Auditor of State *

Enter your Legal Entity Name for Verification in the Ohio Auditor of State Website.

*Response required

6.1.9. Payment Remittance Address*

Please type in the following format: Name, Address, City, State, Zip code, Phone Number, Email.

*Response required

6.1.10. Federal Employer ID Number (FEIN) or Social Security Number* *Response required

6.1.11. NAICS CODE*

Please enter your NAICS Codes

*Response required

6.1.12. Payment Terms*

You agree to NET 30 Terms as stated in our Terms and Conditions.

☐ Please confirm

*Response required

6.1.13. Age of Firm*

*Response required

6.1.14. Small Business Enterprise*

☐ Yes

☐ No

*Response required

When equals "Yes"

6.1.15. Small Business Certification *

If Certified Small Business Enterprise, please upload a copy of the certificate from the certifying agency.

*Response required

6.1.16. Annual Gross Receipts*

☐ less than $500,000

☐ $500,000 - $1 million

☐ $1 million to $5 million

☐ more than $5 million

*Response required https://federalcontractorregistry.com/system-award-management-5-fast-facts/

6.2. Technical Proposal (Volume 1)

6.2.1. Proposal*

A. Cover Letter

1. The cover letter should identify the prime proposing vendor and all subcontractors, if any.

The letter should also include the officer or other responsible executives of the proposer authorized to negotiate and agree to a contract. This individual shall serve as SORTA’s point of contact for all communications regarding this solicitation. The cover letter should identify this individual by name, title, address, telephone, facsimile and email contact information.

The letter should also contain a commitment that the proposed pricing will be valid for not less than 120 days from the above deadline for receipt of proposals or any extension thereof.

B. Project Approach

1. This file shall describe the proposer’s approach to providing the services requested per the scope, understanding SORTA’s requirements for this project, and reflecting its experience in performing similar contracts for other clients. Proposers may offer an alternative solution to the requirements specified in the scope of work herein, provided that such alternative meets

SORTA’s needs as described herein.

C. Firm Qualifications, Experience and References

This section should contain a description of the proposing firm’s prior and current experience as it pertains to services similar to those required hereunder.

1. It should include a list of all similar assignments undertaken in the past 5 years, identifying the duration, the client, and the scope of the contract.

2. Contact information (name, title, mailing address, and email, telephone and fax numbers) for each client or reference should be included.

3. Provide a summary of the firm’s qualifications, general information about the firm, location of office(s), years in business and areas of expertise.

D. Staffing (Qualifications, Experience and Availability)

Identify key staff and include a description of their abilities, qualifications and experience.

1. Attach resumes of key staff to be assigned to this project. Include a proposed project management structure and organization chart. Please list the number of full-time staff by discipline.

2. Identify any portion of the scope of work that would be subcontracted. Include firm qualifications and key personnel, telephone number and contact person for all subcontractors.

SORTA/Metro reserves the right to approve or reject any internal staff or subcontractors proposed by the firm.

6.2.2. Evaluation Criteria*

I have read and reviewed the evaluation criteria and understand what is required within the proposal.

☐ Please confirm

*Response required

6.3. Business Proposal (Volume 2)

6.3.1. Business Proposal (Volume 2)*

Please upload copies of the following certificates below:

• Cover Letter

• Worker's Compensation

• General Liability Insurance

• Automobile Insurance

• Crime Coverage (including theft, fraud and computer fraud)

• Professional Liability/Errors and Omissions Insurance

*Response required

6.3.2. Personal Property Tax Affidavit*

Please download the below document, complete, and upload. This document needs to be notarized.

• PERSONAL_PROPERTY_TAX_AFFID...

*Response required

6.3.3. Certification and Restrictions on Lobbying*

Please download the below documents, complete, and upload.

Acknowledging the Certification for Contracts, Grants, Loans, and Cooperative Agreements

The undersigned Contractor certifies, to the best of his, her or its knowledge and belief, that:

A. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a

Member of Congress, an officer or employee of Congress, or an employee of a Member of

Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

B. If any funds other than Federal appropriated funds have been paid or will be paid to any person for making lobbying contacts to an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form--LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions [as amended by "Government wide Guidance for New Restrictions on Lobbying," 61 https://government-project.s3.us-west-2.amazonaws.com/27559/86de9aed-3081-4eb5-bcc7-8b50e4993b74_PERSONAL_PROPERTY_TAX_AFFIDAVIT.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OGZ3CWCF%2F20250826%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250826T143617Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEB0aCXVzLXdlc3QtMiJHMEUCIQC%2BU%2FXeom2jnnc8ACrIwgArzVA1%2FTU2%2BkFzrzT0sGep3QIgMxoE%2F7BI3RxjjcvmNFUR1VggIljLHqsjokOf0Mb%2ByxEqigUIdhACGgw4OTIzNjQ2ODc2NzIiDGrT19KZAxf7H%2F5vHCrnBCL4trDlS6uf%2BuF6mH%2BY65Yt6A%2Fy%2FkNfbM6u%2BBjAvcls1S7Tg0%2B7uSnLnYjOybNz5L%2FRN8ZBLM5uUhDWBpIgHGjeYCZyU8GhcO2MpHhpPFgXM%2FvgXH6NYUBMAD7fX7CsmS9CFp9lB%2B8Cx846f5Iq9nmmlJXuSG2A492AwEMC11kbCfAioh5OBq1f3NanIKl6jFPqBQp9wMuyNmzZSk93sPScXmIGPLT%2BqTVaAdn6cRZdJcPpvtxmgYvkggoJec9JuKmM2uKHNlE%2FdyW73rSYTn%2BGwqqfS0eGVb3OTvqEklIzGT9glXoaZs7jvHeN5FXM0WK8OkwwMTzbOnYvht1iBdUZDBZko0bGVRtYaufwTsMIqHeq1dBZTPWgw1uZVSOhtJMkUFeucvdodz1kKn%2B4vuHj%2FdFf4dz51bDKjwfaP3AJ26AFjgDhfEcPQcdKgVAuQ%2BvEASC%2Bqjv4khRenKGGaJ7864TN96Yg0n%2BHEASst9kaOvLnJfpODP0yC3WezXaJZPh%2B9dfY2wsBvbaEdgpWqbUf0kXQAe%2B26XImN9IOrAmFphUJ%2Fy666Yh3EZ5YhwVjxlQ3IgQQN6NHvxoU4QzNHNQRLiuXjn5Ccnscrcsdvo0724h5kqMOMIsUYfllBhDTsH0Mz8BfJgPF40XDAHABHCET6G0o81G2FEqcjYkCJOyl7izRMQRPGogxjJZFPV%2BEzFPqTDdGANer8IAXhPF4k7QKFCKlsbIhAVq49bYT9HFvJRn2Q18kaQQOEGZGZagq3He%2FjwZO5OZpAkY2tlsl7uOKkW3vgf%2Bf5QyGdgPl4XMk4Vw7Fw3AYjCj27bFBjqbAUAR8lDSlQIms3Rq5O6WtNMmEtp3EHybnJVInWwUupl3pNnB7Z%2BnQcz%2B2%2FHTbMCNkpFE4m7MhaczXY2N33lwmc94n0kH4KMNef2i9lblUMkb8ynY2cx984FWnrO2RTrvQi0yCPcX8lCAyC6DrsRa1Zm19IW%2BEcEmg4C0HgrdHX3WDSoADhw385OAWod2GnfnneW%2BFD%2BsO%2Bm4Czc0&X-Amz-Signature=f79311c1af4e950db08c9b6d4ea5ea1657d33a4a56b4042decf402d562f50590&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22PERSONAL_PROPERTY_TAX_AFFIDAVIT.docx%22&x-id=GetObject

Fed. Reg. 1413 (1/19/96). Note: Language in paragraph (2) herein has been modified in accordance with Section 10 of the Lobbying Disclosure Act of 1995 (P.L. 104-65, to be codified at 2 U.S.C. 1601, et seq.)]

C. The undersigned shall require that the language of this certification be included in the award documents for all sub awards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

[Note: Pursuant to 31 U.S.C. § 1352(c)(1)-(2)(A), any person who makes a prohibited expenditure or fails to file or amend a required certification or disclosure form shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such expenditure or failure.]

The Contractor, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. A

3801, et seq., apply to this certification and disclosure, if any.

The Standard Form--LLL can be found at the following:

Disclosure of Lobbying Activities | GSA

• Certification_and_Restricti...

*Response required

6.3.4. Acknowledgment Regarding Debarment, Suspension and Other Responsibility

Matters* This Acknowledgment is required to be submitted to SORTA on behalf of the principal bidder/proposer and all Subcontractors whose subcontracts are reasonably anticipated to exceed $25,000 in value.

A. The Bidder/Proposer/Subcontractors ("Attester") certifies to the best of its knowledge and belief that the Attester and/or any of its principals or Subcontractors:

1. Are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency;

2. Have not, within a three-year period preceding this bid/proposal, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (Federal, State or

Local) transaction or contract or subcontract; violation of Federal or State antitrust statutes, or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property; and'…